Internal Orders and PM Orders

Tips and tricks for Internal Orders &

Planned Maintenance Orders get the best out of SAP ERP

Janet Salmon, SAP AG

2011 SAP AG. All rights reserved. 1

Agenda

Operational Level Costing for Plant Maintenance Orders (EhP5)

New Applications for Internal Order Maintenance (EhP6)

Wrap-Up

Operational Level Costing for Plant Maintenance Orders (EhP5) Operation Account Assignment


Agenda

Business Background

Maintenance and Service Order

Work Execution

PS Integration

Period End Processing

Reporting

Summary


There has always been a need to cost out individual tasks during

maintenance while keeping the aggregated total for the entire job,

especially in Service Industries.

There is also a need from external bodies (regulators, legal requirements)

to capture costs on a detailed level and report them in categories that are

not part of the companies overall business strategy.

The Operation Account Assignment (OAA) solution allows for a single

order with cost objects at the operation level. Each of the processes

available for the header are now available at the operation.

An order must be header based or operation based costing. There is no

ability to have mixed mode costing.

The need for detailed costing


Budgeting

Cost Estimation

Resource

Related

Quotation

Confirmation

Procurement

SRM Integration

G/L Postings

Resource

Related Billing

Settlement

OLTP Cost

Reporting

OLTP Revenue

Reporting

BI

(Header totals)

Inventory

Planning Execution Closure Analytics

Solution overview

Master Data

Technical Object

Integration

Financial Asset

Integration

Investment

Management

Operation Account Assignment

Target Areas of Functional Improvements

The OAA enhancement touches many parts of the EAM work process.

Operation level SRM and BI integration is planned for EhP6.


Agenda

Business Background


Work Execution

PS Integration


Reporting

Summary


existing header costed orders operation level costing

header

operation

operation

operation

costs:

plan/actual header

operation

operation

operation costs:

plan/actual

costs:

plan/actual

costs:

plan/actual

Operation costs

Update of Plant Maintenance Cost View


Operation Account Assignment (OAA) Order

During order creation with reference there is now the option to copy

settlement rules from a reference OAA order to the new OAA order.

No settlement rules are copied if the target or reference are not OAA.

Refurbishment and Investment orders may not be configured for

operation account assignment.

IW31: Create Order


OAA Order

The system status I0053 (ACAS in English) is displayed when

the order operation is the account assignment object. This is

the same indicator as for a PS network with activity level

costing.

Indication using System Status


OAA Order

Account assignment and costs

The operation account assignment and cost data is accessed by

pressing the new Account Assignment button shown.


OAA Order

Account assignment details and operation costs

The account assignment

details for an operation

are shown on the

Account Assignment tab

of the operation detail

view.

Sub-operation account

assignment values are

inherited from the

superior operation.

The costs are displayed

in the cost tabs on the

lower panel.


Defaulting for operation takes place

when a new operation is created.

Order header

Profit Center

Order operation

Functional Area

PM Activity Type

Costing Sheet

Overhead Key

Object Class

Business Area

Tax Jurisdiction Code

FERC Indicator

WBS Element

Profit Center

Functional Area

PM Activity Type

Costing Sheet

Overhead Key

Object Class

Business Area

Tax Jurisdiction Code

FERC Indicator

WBS Element

BADI

Overwrite

default

values

with

customer

logic

Default

values

Header

value

=

Operation

value

BADI

With customer

implementation

Account Assignment Details

Defaulting account assignment information


existing header

costed orders

operation level

costing

header

operation

operation

operation

costs:

plan/actual header

operation

operation

operation costs:

plan/actual

costs:

plan/actual

costs:

plan/actual

ORnnnn

Reporting / Transactions / Extraction

Transformation of

costs (plan/actual)

according to value

categories

OVnnnn

OVnnnn

OVnnnn

Stored in database as

Dynamic summation

for header values

Operation costs

Update of Plant Maintenance Cost View

OAA order costs are only stored for the operation objects. Header totals are

dynamically summed as required. No costs are stored on the database for the

OAA Order object.


Operation costs

Cost overview

The cost overview of the operation displays individual sub-operation

planned costs if allocated.


Operation costs

Cost detail

The operation costs are the sum of the operation and any sub-operations.

The individual sub-operation planned costs can be seen on the overview tab.


Operation costs

Quantities

Operation relevant quantities are calculated in the same

manner as header relevant quantities.


Operation costs

Sub-operation

The sub-operation inherits account assignment information from the superior operation.

As sub-operations are primarily intended for allocating extra work centers to an operation,

the sub-operation displays the total costs of the superior operation and any sub-operations.

In the cost overview of the operation the individual sub-operation planned costs may be

seen.

Actual costs cannot be posted to a sub-operation.


Copy Estimated Costs from Planned Costs

Cost copy function

For OAA orders manual

entry of estimated costs is

only at the operation level

with the header displaying

the sum of the operations.

For ease of use the

estimated costs may be

copied from the planned

costs at any point until

order release using the

copy estimated cost

button.

The copy function also

works with regular header

costed orders.

This copied version may

for example be utilized to

freeze the planned costs at time of order release.


Copy Estimated Costs from Planned Costs

Copy status

After copy, the status

SKKP is set and manual

input of estimated

values is no longer

possible.

The values may be

recopied and

overwritten as many

times as required during

the planning phase.

If the Compatible Units

functionality is active

(Business Function

/CUM/MAIN)

customizing may be set

to allow automatic copy

at order release.


settlement

rules

Settlement Rules

Defaulting settlement rules


header

operation

operation

operation

header

operation

operation

operation

Order header

Existing

default engine

settlement

rules

settlement

rules

settlement

rules

BADI to

modify

defaults BADI to

modify

defaults already

existing

BADI new

BADI

A default implementation is used to provide header like default rule logic. If a

technical object is assigned to the operation it will be used to derive default rule. If

no technical object is allocated the header technical object will be used to attempt a

default rule derivation. Settlement rule requirement settings in customizing will only

pass when all operations meet the set condition.


Settlement Rules

Mass generation

The generation of

default settlement

rules may be

triggered manually

for operations

selected in the

operation overview

screen.

Should a customer

BAdI

implementation be

active this will

override the

standard logic for

settlement rule

creation.


Settlement Rules

Settlement rule status

To facilitate easy

viewing of

settlement rule

status it is

suggested that the

default operation

overview list layout

include the System

Status field.

Operations with

settlement rules will

have status I0028

which is SETC in English.

Transaction KOSRLIST_OR may be used to list settlement rules for all operations of an order.


New Logs

Operation settlement rule and account assignment

Two new logs are introduced.

The Operation Account

Assignment menu is only

available when there is an active

BAdI implementation.

The settlement rule log displays information from the default rule creation and customer

messages returned from implementations of the BAdI BADI_OLC_SETTL_RULE_DET_OPR.

The Operation Account Assignment log displays customer messages returned from

implementations of the account assignment BAdI ES_EAM_OAA_DEFAULT.


Agenda

Business Background


Work Execution

PS Integration


Reporting

Summary



header

operation

operation

operation

costs:

plan/actual header

operation

operation

operation costs:

plan/actual

costs:

plan/actual

costs:

plan/actual

ord

er

no

.

ord

er

no

. +

op

era

tio

n n

o.

Time

confirmation

Inventory

management

Procurement (material+services)

G/L

postings

Sub-operation costs:

plan

Time

Confirmation

only

Postings during Work Management Execution

Generally planned and actual costs are posted at the operation level. The

exception is that sub-operations will only ever have planned costs for activity

postings. Actual costs for sub-operation postings will post to the superior

operation.



header

operation

operation

operation

costs:

plan/actual header

operation

operation

operation costs:

plan/actual

costs:

plan/actual

costs:

plan/actual

Availabilty check

(tolerances,

transactions, ..)

Budget

Order Budgeting

Availability Check

Individual order budgets may be set at the order

header level.

The availability check for postings to the

operation will be against the total of all

operations in the order (Dynamic header total).


Overall Completion Confirmation

IW42: Profile checking

When an OAA order is entered in IW42 the entry profile is checked for

inclusion of material or service sub-screens. If these sub-screens do not exist

in the profile all operations may be confirmed else an error message will notify

that entry of an operation is also required.


Overall Completion Confirmation

IW42: Single operation entry

When a single operation is entered any materials or internal services for the

operation will be defaulted for entry.


Purchasing

Purchase Requisition

Purchase requisitions created from OAA orders will have the originating operation as the

default account assignment object for the item.

A new field VORNR_AUF has been added to purchasing account assignment screens. This

field is used to enter the order operation field for OAA Orders.


Purchasing

Purchase Order

The operation account assignment from the purchase requisition is automatically

transferred to the purchase order.

Manual account assignment to the operation is also possible.


Goods Movement

Goods Issue

Material reservations for an OAA order default the originating operation as the account

assignment object.

The goods issue for the reservation retains this operation as the default account

assignment object.

Unplanned goods movements may have manual operation account assignment.


Goods Movement

Goods Receipt

The goods receipt for a purchase order maintains the originating

operation as the account assignment object.


Invoice Processing

Incoming Invoice for Purchase Order

The invoice entry for a purchase order will retain the original operation

account assignment from the purchase order.

The field in the account assignment list is the VORNR field and is also

used for the PS Network activity.


Financial Documents

Document List and Line Item Detail

For financial document detailed account

assignment (Coding Block) views the field

VORNR_AUF has been added.

Layouts for financial document details may

include the order operation as shown in the

transaction FB03 example.


Agenda

Business Background


Work Execution

PS Integration


Reporting

Summary


Project System Integration

Assignment to WBS Elements

operation level costing

order

header

operation

operation

operation

costs:

plan/actual

costs:

plan/actual

costs:

plan/actual

WBS A

WBS B

WBS A-1

Cost reporting

budgeting Scheduling

Revenue target

determination

BAdI

BAdI

BAdI

BAdI

as for order

header

costing

not

applicable

not

applicable

not

applicable

not

applicable

YES,

if WBS

maintained

YES,

if WBS

maintained

YES,

if WBS

maintained

Functional areas in which the

WBS assignment can be used

Operations can individually be assigned to released WBS elements.

Header assignment to OAA orders is for scheduling purposes

only.



PS Functions Impacting Operations


header

operation

operation

operation

costs:

plan/actual header

operation

operation

operation costs:

plan/actual

costs:

plan/actual

costs:

plan/actual

Overhead

calculation

Single and mass processing

(e.g. along WBS or project hierarchy )

Interest

calculation

Copy of plan

versions

(plan / plan)

Creation of

simulation

versions

Settlement

Operations assigned to WBS

elements can be included in

the Project structure

processing functions.



Project Structure

Operations allocated to WBS elements are displayed under the assigned WBS in the

structure.

The unassigned operations are displayed under their order outside of the project

structure.



Cost Reporting

As with the structure views, any unassigned operations from orders with assigned

operations are displayed under their order outside of the project structure.


OAA Order Billing

Resource related Quotation and Billing


header

operation

operation

operation

costs:

plan/actual header

operation

operation

operation costs:

plan/actual

costs:

plan/actual

costs:

plan/actual Billing

Document

Debit memo

Request (DR)

Resource related

quotation (AE)

DP80

DP90

planned costs

actual costs

DP80

DP90

VA22

VA02

Revenue postings to

header costed order

possible / allowed

order + operation no.

removed in billing items

Revenue postings to

cost objects allowed to

carry revenues


OAA Order Billing

Constraints

With the standard header costed service order, the order itself can be the final revenue

object.

As the operation will not be a revenue object, OAA order takes a different approach.

During the generation of the sales documents from the Resource Related Billing

process the internal representation of the originating operation is stored in the fields

AUFPL_OAA/APLZL_OAA for reference purposes.

When the subsequent billing document is created from the sales document the profit

center from the operation is defaulted as the revenue object and the reference

operation details are cleared.

If the customer wishes to change this behavior the BAdI BADI_SD_BILLING may be used to determine the correct revenue object.

It is suggested for larger jobs that the Project System be used and that WBS elements

assigned to the operations be used as the final revenue objects. The appropriate WBS

element can be read from the originating operation record. This allows for easy

combination of different orders into the billing process.


Agenda

Business Background


Work Execution

PS Integration


Reporting

Summary



Overhead Calculation and Settlement


header

operation

operation

operation

costs:

plan/actual header

operation

operation

operation costs:

plan/actual

costs:

plan/actual

costs:

plan/actual Overhead

calculation


Settlement

Overhead and settlement processing for OAA orders is performed at the individual

operation level.

Selection may be at the order or operation level. Order based selection will process all

operations of the selected order.


settlement

rules

settlement

rules

settlement

rules

settlement

rules

Order Settlement

Settlement Options


header

operation

operation

operation

costs:

plan/actual header

operation

operation

operation costs:

plan/actual

costs:

plan/actual

costs:

plan/actual

Order

Cost center

Fixed asset

WBS element

G/L account

..

Order operation

Settlement receivers


Settlement rules cannot be maintained at the header level for OAA orders.

The operation cannot be a settlement receiver.


Order Settlement

Settlement Options

An OAA order will be settled for all operations if none is specified or for

individually entered operations.

Mass processing has the same selection options.

Operations allocated to WBS elements may be settled during project system settlement

if the With orders option is specified in the settlement selection parameters.


Agenda

Business Background


Work Execution

PS Integration


Reporting

Summary


Reporting

Overview of all operation costs


Reporting

The operation cost overview report shows costs for all operations by value category.

The report can be run as a transaction IW40N and include sub-orders.

Operation overview report


Reporting

Goods Movements

The operation to which a goods movement was posted is now available

in the Order Goods Movement report.


Reporting

Order document flow

Each posted document is created under the originating operation.


OAA Orders as sub-orders

Hierarchical operation cost report

OAA Orders may be

created as sub-

orders.

A new hierarchy cost

report displays the

costs of all order

header totals as well

as the individual

operation costs for

OAA orders.

This report may be

run as transaction

IW40N with multiple

order selection.


OAA Orders as sub-orders

Hierarchical operation cost report

Each value column is summed to the respective superior node.

Node summation functions can display total, average, maximum and minimum values.


Reporting

CO planned/actual reports

The CO Report Writer

has been adjusted to

read the operation

cost objects.

CO cost reports are available at

the operation and header level.

The header reports select data

from all operations for the

order.

Individual operation details are

available in the line item

reports.


Reporting

Purchasing commitments

Purchasing commitments

may be seen at the

operation or header level.

The line item reports show

the originating operation.


Operation list edit with cost display

(IW37/IW49)

Similar to the order list

reports the operation lists

have the cost fields

available for display.

The list reports

IW37N/IW49N have not

been adjusted and are

planned for inclusion in

EhP6.


Operation list edit with cost display

(IW37/IW49)

Similar to the order list

reports the operation lists

have the cost fields

available for display.

New Applications for Internal Order Maintenance (EhP6) Introducing the Renovated Master Data Transactions in Controlling


Introducing The New User Experience


Internal Order (Formerly Transactions KO01-03)

Use roles

CO_INTERNAL_CONTROLLER or

CO_COSTCENTER_MANAGER to

access internal order master data

Web Dynpro Application

FCOM_INTERNALORDER_ADAPTATION


Internal Order: Compliance

Immediate visibility of change documents for order and settlement rule


Internal Order Groups (Formerly Transactions KOH1-3)

Use role

CO_INTERNAL_CONTROLLER to

access order hierarchies

Thank You!

Contact information:

Janet Salmon

[email protected]


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